India: Asia Team Assistant

The Girls Not Brides secretariat is seeking an Asia Team Assistant to help ensure that the team has the administrative support in place to deliver on its ambitious goals, and to function at its best. The Asia Team is responsible for ensuring effective implementation of Girls Not Brides' strategy in Asia, and informing Girls Not Brides' global perspective and work with knowledge and understanding of the Asian context. Reporting directly to the Head of Asia Engagement, the successful candidate will be based in New Delhi, India.

Key responsibilities

Office Management

• Manage the Asia Team’s office space and utilities, setting up and ensuring the smooth running of team operations in Asia.
• To provide day-to-day IT and admin support to the team.
• Any other administrative support to the Head of Asia Engagement, if and as required.

Travel and Logistics Coordination

• Manage the Asia Team calendar, including meetings and travel plans.
• Co-ordinate the logistical arrangements relating to state level and country meetings and events, in the lead-up, during and after the event.
• Assist the team with visa applications and other travel documents.
• Organising and planning travel logistics, accommodation and ground transport of Girls Not Brides team members on state level and country trips.
• Co-ordinate visits of colleagues from the London office and other external participants.
• Manage invitations and follow-up with participants in the context of state level and country meetings.
• Support logistics planning with member organisations in the region, as required.
• Coordinate any follow-up after meetings with state level and/or National Partnership Chairs.

Financial Management

• Prepare budgets for state level and national meetings.
• Manage the reimbursement process with members and other meeting participants.
• Prepare expenses statements of cash and credit card receipts for the Girls Not Brides London office.

External Relationships Management

• Manage the outsourcing of services and liaise closely with relevant external consultants, as required.
• Assist with preparing contracts for service providers and consultants, and follow-up on invoices as required.
• Maintain and updating Girls Not Brides’ Salesforce database with details relating to members and partners at the state level in India.
• Travel regularly to state meetings and events.

Wider responsibilities of Girls Not Brides team members

• Commit to the mission and vision of Girls Not Brides, putting them at the forefront of all planning, work and actions.
• Uphold the core values of Girls Not Brides in all areas of work and interactions with colleagues, members, partners and other stakeholders.
• Comply with Girls Not Brides policies and processes, with particular note for safeguarding, the code of conduct and data protection.
• Ensure that internal databases and monitoring information are kept fully up-to-date.
• Commit to ongoing personal development and learning.
• Fulfil any other reasonable requests for the advancement of the Girls Not Brides.

Person specification

Essential

• Significant experience of assisting and supporting at a high level within an organisation.
• Excellent organisational skills, including the ability to prioritise work and balance conflicting priorities.
• Proven logistics and/or event management experience.
• Strong IT skills including a high level of proficiency in software programmes such as Word, Power Point, Excel, Access and Outlook.
• Strong written communication skills and command of the English language to draft letters and emails, and high attention to detail.
• Excellent interpersonal skills and the confidence to deal with people at every level.
• Ability to manage a heavy and demanding workload and work under pressure to meet deadlines.
• Confident and proactive with the ability to work using own initiative and judgement.
• Commitment to continuous professional development and ability to learn new skills quickly.
• Ability to take own initiative as appropriate and also to work as a member of a team.
• Willingness to adopt a flexible and collaborative approach to tasks.
• Ability to maintain strict confidentiality.

Desirable

• Knowledge of the civil society sector in India.
• University or college qualification in a relevant area or proven experience in a related field.
• Knowledge of Salesforce and Basecamp.

At Girls Not Brides, we are committed to the wellbeing, empowerment and rights of children, and to safeguarding children from harm in all of our activities. Girls Not Brides aims to promote an environment of trust and understanding where the welfare of children is paramount. You will adhere to the Girls Not Brides Child Safeguarding Policy and its Code of Conduct and report any concerns relating to the safeguarding of children in accordance with agreed procedures.

We are an equal opportunities employer and we welcome applications from women and men who meet the person specification. To apply, please send your CV and a brief cover letter demonstrating how you meet the criteria for this position to recruitment@GirlsNotBrides.org by 23:00 GMT on Monday 25^th March 2019 clearly stating “Asia Team Assistant” and your name in the subject line.

Eligibility: All applicants must be able to provide proof of eligibility to work in India

Reporting to: Head of Asia Engagement

Contract type: Fixed-term (1 year, with the possibility of extension)

Salary range: INR 154,000 per month, plus a generous benefits package

First round Skype interviews will take place on Monday 15^th April and final interviews will take place on Monday 22^nd April in our New Delhi office.

We regret that due to the large number of applications anticipated, only shortlisted candidates will be contacted.